Overview

The Billing Operations Specialist collaborates with internal and external clients to set up projects, invoice customers, collect receivables, analyze unbilled receivables, reconcile billed vs. revenued activity and as required, provide ad-hoc support and analyses. Internal clients include Project Controllers, Program/Project Managers, operations management and representatives from Accounting & Finance.

The Billing Operations Specialist must exercise judgment and possess strong problem-solving skills in performing his/her duties while complying with established policies and procedures. The Billing Operations Specialist has a fiduciary responsibility to involve line management in the event of non-compliance with the Company’s published financial policies and procedures.

Performs research and analysis in the development of program or project activities for one or more programs. Defines program requirements, identifies interdependencies with internal or external departments or service providers. Develops and disseminates communications regarding the project or program status. Tracks progress, adopts and provides ongoing reports to leadership/program sponsors. Performs work under general supervision. Handles moderately complex issues and problems and refers more complex issues to higher-level staff. Typically requires BA and 2-4 years.

Responsibilities

Establish a business relationship with internal and external customers. Provide guidance and support to facilitate accurate and timely billing and prompt collection.

Understand the basic contract document(s) as it relates to billing and revenue. Identify and confirm invoicing requirements with the Finance, Contracts Administrator and the Program/Project Manager(s). As necessary, collaborate with the Project Controller and Program Operations to devise a project structure that considers billing requirements.

Create and maintain billing files that include the base contract, subsequent modifications, and invoice copies, revenue vs. billed/unbilled reconciliation, PSF, and customer correspondence.

Review the PSF and project set up in Costpoint (as it relates to billing) for accuracy. Ensure the Project Controller properly populated the billing formula and the “biller” fields. Ensure the project set up/structure supports the billing requirements as specified in the contract (or by the client if not included in the contract).

Set up and maintain assigned projects in Costpoint based on project requirements and in compliance with the Company’s set up rules to ensure the proper recognition of revenue.

Compare actual project expenses against contract terms and conditions and the Federal Acquisition Regulations for accuracy (POP, funding, billing rates, labor categories, un-allowable expenses). Identify errors and issues (incorrect project set ups, misclassified expenses) and notify the Project Controller to correct. Adjustment to manual invoices may be required for known errors, prior to corrections being made in Costpoint.

Review manual invoices in Excel (adjusting for known errors). Enter and post in Costpoint. Calculate automated invoices in Costpoint. Review and post in Costpoint. Prepare Schedule billings.

Remit invoices to the client. Call clients to confirm invoices received. Input notes into Costpoint regarding receivable status.

Based on review of the billing log and given feedback from the Accounting & Finance, follow up on payment discrepancies with clients (short pays and over pays). Elevate payment issues related to performance to the Project Controller, Program/Project Manager and Accounting & Finance.

Perform monthly reconciliations of billed/unbilled vs revenue activity. Research and resolve unexplained reconciling items. Notify their supervisor of significant, reconciling items that remain unresolved for extended periods.

Input invoices into WAWF or other contract specific submission requirements.

Ensure compliance with the Company’s financial policies and procedures as they relate to invoicing and collections. Serve as a liaison between the Program Managers and Corporate Project Accounting.

Continually assess ongoing processes to identify areas for potential improvement. As required, participate in initiatives to improve processes (i.e. participate in working groups).

Assist in company initiative to automate all billings through Costpoint and move away from manual prepared invoices.

Qualifications

Strong oral and written communication skills.

Demonstrated ability to effectively interact with others and work independently.

Knowledge of Deltek Costpoint is required.

Demonstrated familiarity with the practical applications of personal computers and basic application software (e.g., Excel, Word, etc.).

Ability to assess, interpret and apply government and industry standards, specifications and handbooks to the unique requirements of tasking.BS or BA degree in a related discipline is highly desirable (business, finance or accounting).

One or more years of experience in a directly related field.

Posted Salary Range

75,000 - 95000

Benefits Information

Regular - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits. Paid Time Off (PTO) is offered to regular full-time and part-time employees.

We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law. If you are an individual with a disability, or have known limitations related to pregnancy, childbirth, or related medical conditions, and would like to request a reasonable accommodation for any part of the employment process, please contact us at job-assist@akima.com or 571-353-7053 (information about job applications status is not available at this contact information).

Job: Finance & Accounting

Travel: None

Organization: Akima

Clearance: Not Applicable

Work Type: Remote

Remote: Yes

ReqID: 2024-13362